Authorize.net

Jen
December 07, 2016 07:22

Once the app is installed, additional actions will make themselves available to you throughout Brightpearl, meaning that you can access your credit card terminal within our system, rather than having to open up a new browser window and type in everything twice!

Settings

You can find these credentials by logging into your Authorize.net account and go to Settings > Security > API login ID and transaction key .

Select whether you are using a Sandbox or Live Authorize.net account.

Transaction type When your customer is paying for an order with you, your payment provider will be contacting their bank account and checking that the funds are available for you. Assuming they do, you can then either claim the funds straight away, or be granted a ‘token’ which will allow you to claim the funds within an agreed time period. The later option here, Authorize only, means that you won’t receive the funds until you claim them (which is typically triggered by fulfilment).

Within this setting, you can choose what you’d like our app to do when performing back office transactions

Authorize only means that Authorize.net will fetch you a token that can be redeemed later

Authorize and capture means that Authorize.net will take payment straight away

User select means that you’ll have the option to pick from the two options above

Save customer cards for future use when processing transactions? Select whether you wish to save customers’ card details for future use or not. This can be useful for any repeat customers or trade accounts, as you won’t have to ask for their card details every time they want to pay!

In order to use this feature, you will also need to enable it within your Authorize.net account. Log into your account and go to Customer Information Manager; and enable the setting from there.

Authorize only (extra settings)

When using the Authorize only setting, you have the option of capturing payments automatically once the order has been shipped. Note that this will capture the entire authorized value, even if the order was partially shipped.

You also have the ability to select an order status to post against orders that we have failed to capture payments against for any reason. This is good because Brightpearl’s order statuses can be set to email any address you like whenever an order is moved to it, so the resulting effect of all these features is that Authorize.net can be triggered to capture funds automatically upon shipping an order, and should that fail for any reason we’ll update the sale to your desired status, which can land an email in your inbox to make sure you notice it! Please note that you have to turn on the “Automatically capture payment upon order fulfilment” option before you can set the “Order status for failed capture”.

Authorize.net Permissions

Within the Setup area for the Authorize.net app, you have the ability to set permissions against staff user records for use of this app.

The permissions available are:

Staff members who can process payments against back office sales orders? This allows staff members to take payments when viewing a sales order.

Staff members who can process refunds against back office sales credits? This allows staff members to do refunds when viewing a sales credit.

Staff members who can process payments against POS sales orders? This allows staff members to take payments when viewing a sales order in POS.

Staff members who can process refunds against POS sales credits? This allows staff members to take payments when viewing a sales credit in POS.

Staff members who can process payments on account? This allows staff members to take payments, unrelated to orders using the payment allocation screen.

Staff members who can process refunds that aren’t related to sales credits? This allows staff members to process unlinked credits .

Taking payments in the backoffice using Authorize.net

Once installed, new payment options will be available throughout Brightpearl. These will differ slightly in accordance with the transaction type you selected in your settings.

Starting with a standard sales order, Take payment is now a drop-down that defaults to Take payment with Authorize.net .

This will open a popup where you can define the amount to be chosen, select a previously saved card or add a new one for the contact.

Authorize only mode

After clicking Take payment with Authorize.net , you will be taken to a popup allowing you to enter the amount being paid as well as customer card and address details. Or you can select a pre-saved card.

Once you’ve entered these details, you can click Authorize payment.

The payment will then be processed showing a Transaction Successful message; which will auto-close.

When using the Authorize only mode, any payments taken will enter the values against a Pending Capture :

Once you’re ready, authorized payments can be captured by selecting the Capture Payment button on the order.

Alternatively, you can do this in batch via Sales > Recent sales > Capture payment with Authorize.net .

You also have the ability to filter your sales orders by those that haven’t yet had payments captured against them. This allows you to filter your orders, and use the ‘Capture payment’ batch feature to help save you some time.

Within the Capture payment popup, select the payments to be captured, and redefine the amounts if needed before selecting to capture. Note that capturing an amount lesser than the total value will mean that the remainder cannot be captured from within Brightpearl (Auth.net’s API does not allow subsequent captures of the same token).

Upon success, this will update the order’s Paid amount:

Along the way, any and all transactions have their details captured as notes on the order:

Authorize & Capture mode

After clicking Take payment with Authorize.net , you will be taken to a popup allowing you to enter the amount being paid as well as customer card and address details. Or you can select a pre-saved card.

Once you’ve entered these details, you can click Take payment .

The payment will then be processed showing a Transaction Successful message; which will auto-close.

When using the Authorize & Capture mode, we will automatically capture the payment for you; creating a sales receipt (payment) journal and marking the order as Paid :

Along the way, any and all transactions have their details captured as notes on the order:

Please note: The bank account used will be as per selection against ‘Bank account for sales receipt’ in your Authorize.net configuration Setup .

Refunding a payment via the backoffice

To refund a payment, first clone the order as per the recommended workflow of selecting the order row(s) and selecting to Clone to sales credit . You’ll find an option for Do refund with Authorize.net at the bottom of the order page.

This will open up a popup where you can select any of the original order’s payments to be refunded. You can also select to Refund another card if wishing to perform an unlinked refund .

The refund has updated your General Ledger by automatically posting a sales receipt journal to keep your accounting transactions up-to-date.

All and any transaction details are stored as notes on the order:

Please note that until the original payment is settled, you cannot perform a partial refund. If you select to refund an unsettled transaction, we will void the original for you.

On account payments

By selecting to view a contact’s payment allocation screen, we can proceed to take a payment unrelated to a sales order. Select Record account payment with Authorize.net .

Enter an amount, select or add a new a card , and click Take payment to complete.

This will automatically post a sales receipt to the General Ledger to ensure your accounting entries are kept up-to-date.

Taking payments in Brightpearl POS using Authorize.net

To start with, you will need to create a sale in POS; following the steps in our documentation .

Once you’re happy that the items on the sale are listed and priced correctly, click Close + Pay > Pay with Authorize.net .

Enter the customer’s card details and click Take payment .

If the card details were accepted, you will now be shown a transaction successful message.

You will then be shown the take payment popup again; this time, stating the amount paid via Authorize.net; allowing you to click Complete Sale .

Your receipt will show the amount taken by card:

Refunding a payment via Brightpearl POS

First, you will need to create a refund in POS, following the steps in our documentation .

Once you’re happy that the items on the credit are listed and priced correctly, click Close + Pay > Pay with Authorize.net .

You will now be prompted to enter the customer’s card details within the Refund another card tab. As you are processing this refund through POS, this will be an unlinked credit .

Once the card details have been entered, click Refund payment . Providing the card details provided are correct, you will see a Refund complete message.

You should now see the correct amount showing to be refunded by Authorize.net, allowing you to click Complete Refund .

The receipt will also show the amount refunded by card:

Adding and saving new cards

Selecting to add a new card will expand the entry form, where we will fill in as much as possible from information already present on the order. Select ‘ Save card? ’ at the end to reveal an input for the card’s name, and then select ‘ Authorize payment ’ / ‘ Take payment ’ depending on your settings.

When saving cards, future attempts to ‘Take payment with Authorize.net’ will allow you to select the saved card, or add a new one.

You will be required to confirm the CVV for all saved cards before you can authorize or capture the payment.

Any errors will be returned within the popup itself, and once successful the popup will automatically close and refresh the page below.

Authorize.net have a limit of 12 cards per customer, which we have adopted. If you need to remove saved cards, then you can do this from within your Authorize.net account.

Foreign Currency Orders

Brightpearl will post all accounting transactions in your base (default) currency; however the Authorize.net app is able to take payments in foreign currency so that you don’t have to spend time calculating conversions when taking payments.

In the ‘Take payment with Authorize.net’ popup, we will show the order total in the order currency, and a paid to date in the order currency; alongside base currency converted rates for both.

You can enter the order currency value in the Amount to pay now field.

Refunds and taking payments in POS work in the same way to show the order currency and base currency conversion totals, also allowing you to take payment in the order currency.

Refund definitions and conditions

Refunds will be one of two types:

Credit Refund

Transactions originating from this integration will be eligible for refunds, to the original card number where the transaction was successfully settled within the previous 120 days. The refunded amount must be equal to or less than the original transaction. Multiple refunds can be performed on one existing transaction however the sum of all refunds can not exceed the total value of the original transaction.

Unlinked Credit

An Unlinked Credit is used to apply a refund based on a transaction that did not originate from this this integration, where the originally transaction was settled more than 120 days in the past or the card number to be refunded does not match the original card used. To accept Unlinked Credits, the Authorize.Net account in question must have Expanded Credits Capability enabled, which is a non-standard feature prodivded by Authorize.Net, upon successfull application.

The Unlinked Credit refund type can be used to refund orders placed from third party channels, such as Magento integrations. These credit’s require that full credit card details are entered.

Troubleshooting Authorize.net

When refunding or taking payments, if you leave the popup open for too long; you will see this error message:

You will need to close this popup, and reload the Brightpearl page and continue with processing the transaction.

You will also see this same error message if you leave the Settings popup open too long before saving changes.

The CVV entered does not match our records.

If the incorrect CVV code is used, you will see this error:

You will need to amend the CVV to be correct before you are able to continue.

Help and Support with Authorize.net

Our Brightpearl Support team can help with most queries or issues you might come across, however, there are some cases when you will need to contact Authorize.net directly for help. We have listed some example scenarios, and who you need to turn to for help:

I need help finding my Authorize.net API credentials.

The Authorize.net Support team will be able to help you find these. Brightpearl Support can help with entering them into the Authorize.net app.

I am sure that I have entered the correct customer card details, but I’m still seeing an error.

Contact our Brightpearl Support team and we should be able to do some initial troubleshooting for you. If needed, we may ask you to also contact Authorize.net in case it is an error on their side.

When processing a transaction, an order note did not get posted to the Brightpearl order.